ALAMO NAVAJO SCHOOL BOARD

POSITION DESCRIPTION

TITLE: Receptionist

EMPLOYMENT TERM: Full time/12 months

DIVISION: Community Services Program

DEPARTMENT: Community Services

EXEMPT/NON-EXEMPT: Non-Exempt

FUNDING SOURCE: Annually allocated Program funds

QUALIFICATIONS:

• High School diploma, with good grades on transcripts in mathematics and office skills areas and tested English language skills at the eighth grade or higher level on the Test of Adult Basic Education.
• Other evidence of knowledge, skills or abilities essential to this position, subject to further verification by supervisor if hired.
• Must have full working knowledge of sorting and filing procedures for alphabetic, numeric, chronological, and subject filing systems.
• Must have full working knowledge of U.S. postal services mailing procedures, rates, forms, and regulations (including those for Postal Insurance, Certified Mail and Registered Mail).
• Full working knowledge of general office and clerical duties such as: Standard format for business communications, Standard English usage, punctuation, and spelling, Office etiquette for telephone and reception phone of visitors.
• Full working knowledge of the operation of: Photocopier with collator, Word Processor wand/or Personal Computer Word Processing, Postal weighing and Postal Meter equipment, Telephone intercom system.
• Full working knowledge of the following Dos-based Computer Software: Windows and MS Office components such as M.S. Word, Excel and Access.
• Full working knowledge of the organization and functions of all ANSBI Divisions, by key staff member responsible for each function.
• Ability to deal with the personnel of outside Agencies, other ANSB, Inc. staff and community members, with tact, courtesy, judgment and patience.
• Ability to carry out routine clerical and office work with minimal oversight and direction of supervisor.
• Ability to speak both English and Navajo fluently, and to translate between in an administrative office setting.
• Ability to follow specific written instructions, manuals and guidelines.
• Ability to meet deadlines with completed assignments, working under heavy time pressure.
• Ability to identify issues on which there is insufficient policy guidance, and to refer them for decision making by higher authorities, instead of imposing one’s personal opinions as policy.
• Ability to communicate and read at an 8.0 average grade level as documented by an overall Language Arts score on the TABE test or equivalent testing instrument.

INDIAN PREFERENCE:

Preferential consideration for employment will be given to persons of documented Navajo, American Indian or Alaskan Native Tribal membership who meet the qualifications above, in accordance with the requirements of P.L. 93-638 and the Navajo Nation Tribal Code.

ADDITIONAL PREFERENCE:

• Two or more years successful experience as an employee of ANSBI, Inc. with similar duties and responsibilities and positive performance evaluations.
• Positive performance history, wherever worked, verifiable through references.
• Post-Secondary course credit in accounting, computer data processing, or related areas.
• Ability to draft written materials from oral input, using standard English spelling, grammar, punctuation, and capitalization.

SUPERVISED BY:

Community Services Director

SUPERVISES:

None

PAY RANGE:

Grade E on the General Salary Scale

WORKING HOURS:

8:00 a.m. to 5:00 p.m.

LUNCH HOUR:

12:00 – 1:00 p.m.

POSITION GOAL:

To provide effective office occupational/clerical support and expertise to the Division of Community Services Program and assist the Director with Outreach, Intakes, Recruitment, Assessment, Promotions, and overall coordination and management of program services.

DUTIES & RESPONSIBILITIES:

• Supports and efficiently carries out responsibilities in accordance with Alamo Navajo School Board Policies and Procedures.
• Represents Alamo Navajo School Board in a manner reflecting professionalism and in which enhances community understanding of the program.
• Protects the confidentiality of client information.
• Serves as regular receptionist, to greet ANSB staff, clients, general visitors, and VIP visitors by determining their business and directing them to the appropriate office(s) or person(s).
• Practice confidentiality of all records and information. Receives FERPA assessment.
• Manages the collection of program timesheets from staff and program participants and assists WIOA staff to process and scan timesheets in the NMWCOS system. Requests leave from staff.
• Performs routine digital office duties such as: reviewing and responding to important emails, answering the telephones, Keeping a log of in and out-going calls, taking messages, typing correspondence, ensures fire drills are operable and each office/classroom has an evacuation chart, communicates fire drill activities and emergency readiness protocol.
• Responsible for processing and recording incoming and outgoing mail: Receives, opens, dates, logs, sorts, routes, and distributes incoming mail, Photocopies, maintains chronological or subject files of incoming mail, Assists program staff with record keeping and filing of student records.
• Serves as an interpreter between Navajo speakers and monolingual English speakers: For non-English speaking visitors to ANSB offices; In one-to-one dialogue with ANSB staff and officials; On an extension for telephone conversations; In small group meeting (client-staff conference, staff meeting, etc.); In large group and public meeting, for speeches, policy and position documents, etc.
• Coordinates preparation and filing of monthly board packets in a timely manner. Collecting reports from staff.
• Prepares travel authorization documents, verifies meeting dates/times, lodging reservations where required, mileage and vehicle or public transportation arrangements, estimates costs and keeps travelers informed.
• Regularly communicates announcements made from the Executive Director’s office regarding issues related to program operations, policies and procedures, administrative policies and procedures, training, etc.
• Keeps accurate programmatic records and files, and other documents: Creates and files program files such as grant applications, contracts, budget reports, NACTEP/WIOA files in student records, etc.; Calendars or journals key events, staff training, or other assignments; Documents requisitioning, receipt, storage, inventory, and the use of consumable materials and supplies; Maintains an accurate inventory of materials and equipment and arrange to have equipment tagged.
• Assists with Outreach activities promoting programs under the Division of Community Services and the annual Career/Job Fair, etc.
• Provides for own professional growth through ongoing program of reading and as schedules by the supervisor, accepts and actively participates in training related to the job. Makes use of knowledge and skills learned on the job.
• Performs other duties as may be assigned by the supervisor.

SPECIAL CONDITIONS:

This position is subject by law to finger printing and must past a rigorist criminal/character background investigation. Must provide documentation of immunity or immunization against tetanus, diphtheria, and measles/rubella and of tuberculosis status by skin test or x-ray, within thirty (30) days of hiring, and at such additional intervals as may be determined by the immediate supervisor or the ANSB Executive Director. Must always ensure a safe and secure environment for clients and fellow employees.

BOARD APPROVED: 12/22/2022